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Offer: Administrative Support Specialist:University of North CarolinaJob description:Administrative Support SpecialistBookmark this Posting Print Preview | Apply for this JobPlease see Special Instructions for more details.UNC Charlotte Benefits Information: https://hr.charlotte.edu/benefitsThe finalist may be subject to a criminal background check and/or motor vehicle report. Please upload reference information including names, position titles and company/institutions, phone numbers, and email addresses of at least two current/previous managers. » The Search Committee will not contact references without first verifying permission with the finalist . Please ensure your full range of expertise, expertise, abilities, practice, and education are listed on your application. » Do not write ?see resume' on your application when completing the job tasks section.Please ensure your application reflects the expertise, expertise, abilities, and practices to support your answers to the supplemental questions. (see the job tasks section of previous employment). Please submit a resume and cover letter with your application if requested. » These documents will be used to evaluate your written communication expertise as well as supporting documents of your expertise, expertise, abilities, education, and professional practice. Position InformationGeneral InformationVacancy Open to All Candidates Employment Type Permanent - Full-time If time-limited, note appointment end date Hours per week 40 Months per year 12 Position Number 006006 NC income Grade Equivalency GN08 Classification Title Administrative Support Specialist - Advanced Working Title Administrative Support Specialist income Range $40,665 - $50,831 Anticipate Hiring Range $40,665 - $50,346 FLSA Status Non Exempt Division Academic Affairs Department College of Science (Col) Work Unit Col of Science Work Schedule 8:00 am - 5:00 pm; Monday - Friday. This position may be eligible for a telework schedule once onboarding into the position is complete and with manager approval. Primary Purpose of Position This position provides administrative and office support tasks for the Associate Dean for Academic Administration, the Associate Dean for Research and Graduate Education and the Associate Dean for Undergraduate Student Affairs. Primary tasks include: managing and reconciling budgets; preparing travel authorizations; assisting with travel arrangements and reimbursements, scheduling meetings/events, processing financial documents, preparing reports/communication/spreadsheets for distribution, organizing electronic filing system for the Deans, processing mail, photocopying documents, and serving as back-up to the receptionist at the front desk (tasks are shared among staff in the Dean's Office as needed). The person in this function will be required to have strong interpersonal, communication, customer service, and computer competency expertise. This position reports to the Associate Dean for Academic Administration. Minimum Education/practice Required Minimum Appropriate qualifications: Graduation from high school and one year of related office practice; or an equivalent combination of education and practice. University Preferred Appropriate qualifications: Graduation from high school and demonstrated expertise, expertise, and abilities gained through four years of specialized office practice or an equivalent combination of education and practice. Essential Job tasks » Provide specialized administrative support for the College of Science's Associate Dean for Academic Administration and Associate Dean for Research and Graduate Education. As needed, provide administrative support to the Associate Dean for Undergraduate Student Affairs. » Compile and summarize financial data for budget management and reporting. » Assist Associate Deans with coordinating and prioritizing funding requests, special expenditures, professional travel, and part-time faculty payments located on account balances. » Prepare and review reports, forms, and documents for distribution. » Process financial documents related to travel, purchase orders, E-forms, budgets, etc. » Communicate professionally with internal and external constituents on behalf of the Associate Deans. » Comply with University and State policies and procedures. » Work with confidential and sensitive information related to faculty, staff and students. » Maintain an electronic organized filing system for the College of Science Associate Deans. » Serve as a resource to others on a variety of technical subjects including office equipment, software applications, and information processing. Other Work Responsibilities » Attend workshops for 49er Mart, Concur, Banner, Report Central, and other university used systems and softwares to keep abreast of changes in University policies and procedures. » Must be willing to lgain new computer applications to meet work needs. » Keep abreast of policies and procedure changes. Share new policies and procedures with Associate Deans. » Excellent customer service (written and verbal communicaton) and proactive organizational expertise are required. » Independently and with Associate Deans' authorization, compose and organize ideas working in multiple formats such as letters, memos, reports or presentations, and can change/adjust style to meet the needs of the program and audience. » Work with student employees to troubleshoot employment issues. » Strong attention to detail is a must. » Other tasks, as assigned. Departmental Preferred practice, expertise, Training/Education » Bachelor's Degree and one year of administrative practice working in a Higher Education setting is strongly preferred. » practice or proficiency using BANNER Finance or similar university financial systems is highly desired. » A candidate that is willing to work in an energetic and multi-tasking environment that involves students, faculty, staff, administrators, and visitors with regional and international backgrounds is preferred. » Advanced competency using Windows, Google and MS Office suite software is preferred. » Strong attention to detail is needed for position. » Excellent customer service (written and verbal communication) and proactive organizational expertise are needed for position. Necessary Licenses or Certifications Work Location TBD Posting date 10/03/2024 Closing date 10/10/2024 Proposed Hire Date 10/21/2024 Contact Information Special Notes to candidates UNC Charlotte Benefits Information: https://hr.charlotte.edu/benefits The finalist may be subject to a criminal background check and/or motor vehicle report. Please upload reference information including names, position titles and company/institutions, phone numbers, and email addresses of at least two current/previous managers. » The Search Committee will not contact references without first verifying permission with the finalist . Please ensure your full range of expertise, expertise, abilities, practice, and education are listed on your application. » Do not write ?see resume' on your application when completing the job tasks section.Please ensure your application reflects the expertise, expertise, abilities, and practices to support your answers to the supplemental questions. (see the job tasks section of previous employment). Please submit a resume and cover letter with your application if requested. » These documents will be used to evaluate your written communication expertise as well as supporting documents of your expertise, expertise, abilities, education, and professional practice. Posting Specific QuestionsRequired fields are indicated with an asterisk (*).» * How did you hear about this employment opportunity? » UNC Charlotte Website » HERC Job Board » Inside Higher Education » Circa (formerly known as Local JobNetwork) » Another Website » Agency Referral » Advertisement/Publication » Personal Referral » Other » Where did you lgain about this posting? (Open Ended Question) » * Do you have practice with both Microsoft and Google Suite applications? Is so, please indicate which and the connected applications as well as your level of practice (beginner, intermediate, advanced). (Open Ended Question) » * Do you have practice or proficiency using BANNER Finance or similar university or related financial systems? If so, please explain your practice and type of systems used. (Open Ended Question) » * Do you have at least one year of administrative practice working in a Higher Education setting? » Yes » No » Other related field - Federal -State Agency Applicant DocumentsRequired Documents» Resume / Curriculum Vitae » Cover Letter / Letter of InterestOptional Documents » Contact Information for References Skills:
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